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Privacy Policy

Pilots.social Limited

Effective Date: 4 December 2025

Contact: hello@pilots.social

Pilots.social Limited ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information in accordance with the New Zealand Privacy Act 2020, the General Data Protection Regulation (GDPR), and the California Consumer Privacy Act & California Privacy Rights Act (CCPA/CPRA).

By using our website, services, or engaging with us, you agree to the terms of this Privacy Policy.

1. Personal Information We Collect

We collect personal information directly from you, automatically through our website, and from third-party partners and platforms. The data we may collect includes:

1.1 Contact Information

  • Name
  • Email address
  • Phone number
  • Postal or physical address
  • Business information and job title

1.2 Marketing & Communications Data

  • Marketing preferences
  • Engagement with our campaigns, emails, posts, and content
  • Feedback and survey responses
  • Lead generation data

1.3 Technical & Usage Data

Collected through cookies, pixels, analytics tools, AI platforms, and tracking technologies:

  • IP address
  • Device identifiers
  • Browser type and settings
  • Pages viewed
  • Time spent on site
  • Clickstream data
  • Referrer URL
  • Advertising engagement data

1.4 Third-Party Data Sources

We may receive personal data from:

  • Advertising platforms (Google, Meta, TikTok, LinkedIn, etc.)
  • CRM and automation tools
  • AI platforms and analytics providers
  • Industry partners or referral sources
  • Publicly available information

2. How We Use Personal Information

We use the personal information we collect for the following purposes:

2.1 Service Delivery

  • Providing digital marketing, consulting, and related services
  • Setting up and managing client accounts
  • Communicating about projects, campaigns, and performance

2.2 Sales & Marketing

  • Sending newsletters, updates, and promotional content
  • Conducting audience analysis and personalising marketing
  • Managing lead generation, retargeting, and paid advertising

2.3 Analytics & Platform Improvement

  • Monitoring website performance
  • Enhancing user experience
  • Improving tools, services, and internal processes

2.4 Legal & Administrative Obligations

  • Complying with NZ, EU/UK, and US legal requirements
  • Preventing fraud, misuse, and security incidents
  • Maintaining business records

2.5 AI & Automation

We may process data using reputable third-party AI systems to:

  • Generate marketing assets, copy, insights, and campaign improvements
  • Analyse performance and recommend strategies

We do not use AI for automated decision-making that has legal or significant personal effects.

3. Legal Basis for Processing (GDPR Requirements)

For individuals in the EU/UK, we process personal data on the following bases:

  • Consent – when you opt in to marketing or accept cookies.
  • Contract Performance – when processing is necessary to deliver our services.
  • Legal Obligation – when required by law.
  • Legitimate Interests – including marketing, business operations, fraud prevention, and service improvement, provided these do not override your rights.

You may withdraw consent at any time by contacting us.

4. Sharing Your Personal Information

We may share personal information with:

  • Third-party service providers (hosting, analytics, CRMs, marketing platforms, AI tools)
  • Payment processors
  • Advertising networks
  • Professional advisors (lawyers, accountants)
  • Government agencies where required by law

We ensure partners only access information necessary to perform their services.

We do not sell personal information.

For California residents, we may "share" personal information for cross-platform advertising. You may opt out at any time (see Section 7).

5. International Data Transfers

Because we work with global clients and service providers, your personal data may be transferred to, stored in, or processed in countries outside your own, including:

  • New Zealand
  • Australia
  • United States
  • European Union
  • United Kingdom
  • Other jurisdictions where our technology providers operate

For EU/UK users, we rely on safeguards such as:

  • Standard Contractual Clauses
  • Adequacy decisions (where applicable)
  • Contractual commitments requiring lawful processing

Clients outside NZ are responsible for ensuring their own compliance obligations when submitting personal data to us.

6. Data Security

We take reasonable and industry-standard measures to protect data from:

  • Unauthorised access
  • Loss or theft
  • Misuse or alteration
  • Breach or disclosure

These measures include encryption, access controls, secure storage, and staff confidentiality obligations.

No system is completely secure, but we work to minimise risks.

7. Cookies, Tracking & Advertising Technologies

Our website uses:

  • Cookies
  • Google Analytics
  • Meta Pixel
  • LinkedIn Insight Tag
  • Advertising identifiers
  • AI-based analytics tools

These technologies help us:

  • Analyse website traffic
  • Improve performance
  • Personalise content
  • Conduct remarketing and targeted advertising

7.1 Cookie Consent

For EU/UK users, non-essential cookies require opt-in consent.

You may change or withdraw consent at any time.

7.2 Opt-Out Options

Users may opt out of analytics or targeted advertising through:

  • Browser settings
  • Cookie banners
  • Google: https://tools.google.com/dlpage/gaoptout
  • Meta: https://www.facebook.com/help/
  • Do Not Track signals (honoured where legally required)

California residents may opt out of the "sharing" of personal information for advertising by contacting us or following available cookie settings.

8. Third-Party & AI Services

We use third-party platforms and AI tools to deliver marketing services. These providers may process personal data under their own privacy policies.

While we take reasonable efforts to work with reputable providers, we are not responsible for:

  • Errors or failures caused by third-party systems
  • Changes to their technology or policies
  • AI-generated inaccuracies, recommendations, or content

You acknowledge that data processed by third parties is subject to their own security and compliance standards.

9. Data Retention

We retain personal information only as long as necessary to:

  • Provide our services
  • Comply with legal obligations
  • Resolve disputes
  • Maintain accurate business records

Retention periods vary depending on data type and legal requirements. If no longer needed, data is securely deleted or anonymised.

10. Children's Privacy

Our services are not directed at children:

  • Under 16 (GDPR)
  • Under 13 (CCPA/CPRA)

We do not knowingly collect personal information from minors.

If you believe a child has provided us with personal data, contact us immediately.

11. Your Rights

You have rights under the NZ Privacy Act, GDPR, and (if applicable) CCPA/CPRA.

11.1 NZ Privacy Rights

You may request:

  • Access to your personal information
  • Correction of inaccuracies

11.2 GDPR Rights (EU/UK users)

You may request:

  • Access
  • Rectification
  • Erasure ("right to be forgotten")
  • Restriction of processing
  • Data portability
  • Objection to processing based on legitimate interests or direct marketing
  • Withdrawal of consent at any time

11.3 CCPA/CPRA Rights (California residents)

You may:

  • Request to know what personal information is collected
  • Request deletion (with lawful exceptions)
  • Request correction
  • Opt out of sale or sharing of personal information
  • Request information on disclosures for business purposes
  • Exercise rights without discrimination

To exercise any rights, email: hello@pilots.social

We may request proof of identity for security purposes.

12. Complaints

If you have concerns about your privacy, contact us first at:

hello@pilots.social

If unresolved, you may contact:

New Zealand Privacy Commissioner

www.privacy.org.nz

EU/UK Users

Your local supervisory authority (e.g., ICO, CNIL, DPC)

California Residents

California Privacy Protection Agency (CPPA)

13. Governing Law

This Privacy Policy is governed by the laws of New Zealand, and international rights (GDPR/CCPA) will be honoured where applicable.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Updated versions will be posted on our website with the effective date.

15. Contact Us

For questions, privacy requests, or concerns, contact:

Pilots.social Limited
Email: hello@pilots.social